Budgets and Financial Planning

Expense Claims, Travel & Reimbursement

How do I submit an expense claim?Expense claims should be claimed on an approved University Expense Claim Form‌ no later than the 30 days following the expenditure and must be approved and authorized by your Dean, Director, or Department Head (whoever has signing authority). For a complete list of our guidelines and procedures regarding expense claims including tips on how to minimize the processing time, please visit Expense Claim Guidelines. NOTE: For those who are claiming In-Service Professional Development funds, complete the Expense Claim Form and forward to Human Resources for coding, authorization, and distribution for payment.

What are the per diem rates and standard travel mileage?For more information on travel mileage and per diem rates and guidelines, please visit our Per Diem Guidelines.

When are advance and expense cheques processed? Cheques are prepared on a weekly basis, every Thursday. If you are planning to pickup your cheque at the Finance Department, please note cheques are typically available after 11:00am on Friday. Direct deposit payments will be deposited into your account within 2 business days of processing; you will be notified by UFV email when direct deposit processed. Visit General Accounting Information for more information on cheque processing and payment times.

What is the current rate of mileage?As of September 1, 2008, the mileage rate is $0.50 per km. For information on how to submit a claim for mileage, please visit General Accounting Information.

Purchasing, Budget Codes & Invoices

How do I request a UFV cheque?Please complete a Cheque Requisition Form‌ and have it approved by your Dean, Director, or Department Head for authorizing signature and forward to Accounts Payable for processing‌.

Where do I send a supplier invoice for payment?Please forward the Supplier Invoice noting Purchase Order Number or Account Coding and authorized signature to Accounts Payable for processing.

I have an invoice but haven't received my goods, who can I contact?Please notify the Purchasing Department as soon as possible.

Why was an invoice returned to me from Accounts Payable?The invoice may have been missing some information required for processing. Our Accounts Payable department will note the reason for the return on the invoice. For more information on the guidelines for expense claims please visit Expense Claim Guidelines.

What account code should I use?Here is a listing of the most frequently used expense accounts, Account Code List.

Student T4A, Tuition Payments and Refunds

How can I pay my tuition?Tuition is payable at most financial institutions in Canada ( in-person or over the phone), online banking, Interac online and in person at any OReg location. For more information on your payment options, please visit UFV Admissions.

Does UFV accept credit card payment for tuition?In October 2011, UFV along with dozens of other Canadian Universities stopped accepting credit card payments for domestic tuition and term based fees. International Students and Continuing Studies tuition/fees are still payable by credit card. Please visit Changes to Credit Card Use for more information.How long will it take to receive my tuition refund (fee reduction)?From the time you have put the request into the Admissions and Records Department, it will take approximately 4 to 6 weeks to process and receive your cheque by mail. What is the difference between a T4A and T2202A?A T4A is a tax slip for income such as scholarships, research grants and other income as defined by CRA. T4A’s will be mailed on or before the last day in February, and are issued by Finance. A T2202A is a Tuition, Education and Textbooks Amounts Certificate. This form displays the eligible tuition and other fees paid during a tax year and the number of months a student was enrolled in part-time or full-time studies. T2202A’s are issued by the Office of the Registrar and are available on myUFV.

Payroll & T4 Information

When is my pay day?Pay dates for salaried employees are the 15th and the last day of each month. All other employees submitting a timesheet should refer to the Payroll Schedule in our Forms section to find the payroll cut-off date and deposit dates.

How do I get my pay cheque direct deposited to my personal banking account?Please complete our Direct Deposit Authorization Form, attach a personalized “VOID” cheque and deliver both to our Finance/Payroll Department. You can also use this form to pay into two different bank accounts, direct deposit expense claims and change/cancel accounts.

Where can I find the payroll cut-off date listing?This information is located in the current year Payroll Schedule located on our Forms page.

When can I expect to receive my T4?T4's will be provided by February 28. For information on how to provide electronic consent to view/print your T4 via myufv.ca, please visit Payroll Information.

Financial Reporting, Research & Special Projects

How can I see the financial transactions of my department/unit?FAST (Financial Administration System Tool) delivers your financial information to your browser when you login with your IT-administered username. If you do not have a username to use FAST, it is likely that you have not been giving viewing rights to an account. If you require access, speak with your Dean, Director, or Department Head in order to request access for you. To access the FAST website, click on this link: FAST.

How do I create a separate account for my new contract/initiative/study tour/etc? What do I need to include in my request for a new account?First, complete the Account Set-up Form. Second, contact the Financial Analyst & Liaison dedicated to your Faculty/Unit. Your FAL will work with you to discuss the particular needs for your new project (reporting, invoicing, insurance, etc). To request a new account, you will need to present a copy of all relevant paperwork for this project which may include, but is not limited to, a copy of the contract or proposal, a budget, an outline of any relevant agendas, schedules, or itineraries, email correspondence, letters of award, or written justification and purpose for the new account. Once all the appropriate documentation and authorizations have been received, the FAL will create the account for you.

You will also be asked to provide a Signing Authority Form, which will require an authorizing signature. For more information on who can be a signing authority, please review the Board Policy.

What is UFV's administrative overhead fee and how much is it?UFV’s administrative overhead fee is a charge to projects that are ‘fee-for-service’ activities that use University facilities but are not charged for them. Generally, this would exclude flow-through and tuition accounts. The purpose of the administrative fee is to partially offset central University expenses associated with administrative support of these projects which historically are treated differently from most University programs in several respects (budgeting, accounting, purchasing, etc.)

The operating costs the administrative overhead fee contributes to are:

Space rental

Utilities (such as heat, light, power, steam, gas, water, sewer)

Facilities costs (such as common area services and equipment, IT infrastructure), or

Infrastructure costs of the University in any one of the following areas:

The administrative overhead fee is currently 10%. This rate is recognized at the end of each month after the revenue is received and may change from year to year.

Should I be including the UFV administrative overhead fee it in my project's budget?

The administrative overhead fee should be 10% of all revenues to be received and included in the project budget. New projects are assumed to be eligible for the administrative overhead fee unless the department responsible provides a reason why they should be excluded. The reason should be provided upon submission of the account request and will need to be approved by the Director of Finance. We are aware that certain agencies will not allow an administrative overhead fee and the project will not be charged accordingly.

Can I cover any deficit in my project from base funds?Generally, projects should not be undertaken if they are expected to run a deficit. However, we realize this is not always possible and unexpected deficits may arise. If your project is or is expected to be in a deficit position, contact your Dean or Senior Administrator at the earliest possible time in order to discuss from where this deficit can be covered. It is the responsibility of the project holder to find sufficient funding to cover all expenses.

There is a financial reporting component stipulated in my project, who will do this?All financial reports should be reviewed by the Finance department and signed by the Director of Finance prior to submission. If you require any assistance in completing these reports or there are any complex elements, please discuss your needs with your Financial Analyst & Liaison as soon as possible.

Who should I contact with questions regarding the finances for my project?Any and all queries regarding the financial components of research or special projects should be directed to your Financial Analyst & Liaison. They will work with you to complete any required reports or forms and advise on issues as necessary.